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Level 2

Setting Categories for Sales Receipts from a Bank Feed

My goals are:

 

  1. To ensure that certain types of income from Customers are allocated to that customer such that when you look up the Customer and view their transactions it will appear there.
  2. To categorise transactions from a Bank Feed to the appropriate account which will vary wildely between transactions and many might not be appropriately handled by Rules.

My problems are:

 

  1. If you Add a Deposit transaction from the Bank Feed and provide the Customer Name, the transaction does not appear against that Customer.  You can test this by:
    1. Looking up a list for a Customer with transactions created with Add from a Bank Feed.  (they can't be payments of an invoice).  If you can't find one, create one either by undoing a previously reviewed transaction or by uploading a new Bank Feed.  When you click on a Received transaction you intend to Add there are three options in a box on the left - Deposit, Sales Receipt, Transfer - make sure that you choose Sales Receipt.  Once Added, go back to the Customer List and check that the transaction is now showing against the Customer.
    2. Undo the transaction from the Reviewed list in the Bank Feed and click on it when it shows in the For Review tab.  Change the chosen Sales Receipt option to Deposit and make sure that you haven't lost any information.  Save  and Add it.
    3. Go back to the Customer list, Refresh it and the transaction will have disappeared. 
  2. I can't control the rule.  If you add a transaction using the Sales Receipt option, you lose the option to choose what  Category, Account or Item that is used for the transaction.  I get the impression that if you start with Deposit, set the Category then change back to Sales Receipt, you can influence the Account/Item used.  But if a rule is applied, this doesn't work.  If you look at the Rule, you find that you have no control over what account is used and this lack of control flows through to all future uses of that rule.
  3. In our situation, the Rule insists on using an account called Services.  I can't find any clue, including an hour or so searching the Community Forum, videos, articles etc as to how this account was set.  Even if I could get some control over that, I want to be able to change it from transaction to transaction, and from Rule to Rule and not be returning every few minutes to a deep setting.

My current solution:

 

  1. The only solution I have found to date is to:
    1. Add the transactions as Sales Receipts.
    2. Open the Services account and modify each transaction to use the Item I want it to.  This is problematic for many reasons apart from the unnecessariness of the process:
      1. When you change the item, it doesn't remember what was in the original item so you need lots of tricks to put the information back
      2. Poorly created Items can mean that invoices end up allocating to this account.  I have found that it takes a lot of fiddling to make the invoice change the account used, even if you change the Item, especially if the invoice was created from a Quote.
  2. A better option I think I will move to is:
    1. Find an unmatched Sales Receipt in the Bank Feed
    2. Flip to another window and create the Sales Receipt that matches it.  You can use Recurring Transactions to make this easier.
    3. Return to the Bank Feed window and convince it to match to the newly created transaction.  The best way I have found to do this is to change the tab you are on, then return to For Review.  Refreshing the page probably works, but I can't remember why I stopped using it.

I hope that not everyone is having this problem because Quickbooks will not remain my favourite accounting package for long if this continues to be how I must work in order to keep good records on my Customers.  I am hoping someone can't point me to my mistakes.

 

PS:  Identifying the Customer in a Journal, also fails to allocate the transaction to the Customer.

 

Garry

Solved
Best answer March 30, 2020

Best Answers
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Content Creator

Setting Categories for Sales Receipts from a Bank Feed

Hi Garry,

 

Thank you for raising these insights with us. 

 

Regarding goal one, the deposits added through the feed won't show up under the Customer's card because they are not recording a sale. Typically, the amounts in the feed are matched to a sale that has been recorded against the customer eg an Invoice. If you are recording the payments by adding Deposits, I could suggest running Transaction List by Customer to see if this gives you all the details that you want. This will give you the full balance and all transactions added or matched to this customer. 


Regarding goal two, when creating a Sales Receipt QuickBooks will default this to the Services income account category, however it does then flow through to the customer's account, as we can see on the report I mentioned. As you've identified, this category can only be changed when creating a Sales Receipt from the Create button, not when adding from the bank feed; I would be happy to pass this insight on as feedback for our product team to review.

 

In this situation, I'm not sure Rules are the best option for you as you've mentioned you want to change various details from transaction to transaction. 

 

I hope this makes sense, however I recommend contacting our Customer Success Team to ensure that nothing gets lost in translation and to record this particular use case in our system. 


1. In your QuickBooks Online, click the Help menu in the upper-right corner.
2. Select Contact us and enter the details of your concern.
3. Click Let's talk and choose Chat or Get a callback.
4. Enter the needed information.

 

-Kass

View solution in original post

1 Comment
Highlighted
Content Creator

Setting Categories for Sales Receipts from a Bank Feed

Hi Garry,

 

Thank you for raising these insights with us. 

 

Regarding goal one, the deposits added through the feed won't show up under the Customer's card because they are not recording a sale. Typically, the amounts in the feed are matched to a sale that has been recorded against the customer eg an Invoice. If you are recording the payments by adding Deposits, I could suggest running Transaction List by Customer to see if this gives you all the details that you want. This will give you the full balance and all transactions added or matched to this customer. 


Regarding goal two, when creating a Sales Receipt QuickBooks will default this to the Services income account category, however it does then flow through to the customer's account, as we can see on the report I mentioned. As you've identified, this category can only be changed when creating a Sales Receipt from the Create button, not when adding from the bank feed; I would be happy to pass this insight on as feedback for our product team to review.

 

In this situation, I'm not sure Rules are the best option for you as you've mentioned you want to change various details from transaction to transaction. 

 

I hope this makes sense, however I recommend contacting our Customer Success Team to ensure that nothing gets lost in translation and to record this particular use case in our system. 


1. In your QuickBooks Online, click the Help menu in the upper-right corner.
2. Select Contact us and enter the details of your concern.
3. Click Let's talk and choose Chat or Get a callback.
4. Enter the needed information.

 

-Kass

View solution in original post